Information you hold You should document what personal data you hold, where it came from and who you share it with. You may need to organise an information audit.

Communicating privacy information You should review your current privacy notices and put a plan in place for making any necessary changes in time for GDPR implementation.

Individuals’ rights You should check your procedures to ensure they cover all the rights individuals have, including how you would delete personal data or provide data electronically and in a commonly used format.

Subject access requests You should update your procedures and plan how you will handle requests within the new timescales and provide any additional information.

Lawful basis for processing personal data You should identify the lawful basis for your processing activity in the GDPR, document it and update your privacy notice to explain it.

Consent You should review how you seek, record and manage consent and whether you need to make any changes. Refresh existing consents now if they don’t meet the GDPR standard.

Children You should start thinking now about whether you need to put systems in place to verify individuals’ ages and to obtain parental or guardian consent for any data processing activity.

Data breaches You should make sure you have the right procedures in place to detect, report and investigate a personal data breach.

Data Protection by Design and Data Protection Impact Assessments You should familiarise yourself now with the ICO’s code of practice on Privacy Impact Assessments as well as the latest guidance from the Article 29 Working Party, and work out how and when to implement them in your organisation.

International If your organisation operates in more than one EU member state (ie you carry out cross-border processing), you should determine your lead data protection supervisory authority. Article 29 Working Party guidelines will help you do this.

UKBA recently held one of its bi-annual National Conferences, the chance to meet up with colleagues you don’t see between one meeting and the next, apart from exchanging emails. Really good to renew relationships, discuss common issues and concerns, and generally realise that you’re not alone out there in the big wide world.

A common trait we all tend to fall into through time is that we have been there, done that, T-short and all, and believe we know what we are doing well enough. So, first a simple question, could you pass your driving test if you had to take it again? Old habits picked up as tempus fugits, aren’t always the best ones to continue with, and you don’t always realise you have them.

One such event in the dim and distant past was being sent on, not again, a Sales Training course. As circumspect as one might have been at going to these, there was always something that you finally realised was beneficial.

Which brings me back to the National Conference. As usual we had a guest speaker, it was Will Kintish, who spoke to us on the subject of Networking – no not the one with lots of ethernet and wi-fi, the one where we go out and make contact with other folk as a part of promoting ourselves and our businesses. Even though you are an old hand at this, his presentation brought a refreshing reminder to all of us on how to network, the ways to work the room, the people and the sticky situations; well worth a follow up via YouTube if you don’t want invest in a face to face with him.

And the moral of this? You may not be able to teach old dogs new tricks but you can certainly get them to improve the ones they already now.

And that is also what UKBA, and the Local Groups that operate all over the country, can do for you. Local Advisers, with their wide spread of skills and experiences are there to help, advise and assist in more ways than you could imagine. Time spent working through our sites could be a worthwhile investment for the future.

As an expert in IT support for small business, I routinely work with clients looking to fully establish an IT department after previously relying for years on the collective efforts of multiple employees from other departments. Establishing a dedicated IT department is certainly no small undertaking. But it is necessary for a small business with IT tasks that have evolved into full-time work.

Whether establishing the IT department for the first time or looking to improve an existing department, I encourage my clients to look at the policies they have in place. Every small business IT department should have a least six fundamental policies that govern how the department accomplishes its mission. Those six policies are explained below.

1. Acceptable Use of Technology

Workers in the IT department have access to all sorts of technology during working hours. A policy outlining the acceptable use of said technology is critical. This policy defines how computers, mobile phones, fax machines, the internet, e-mail, and other technologies are used, along with penalties for misuse.

2. IT Services

In order for the IT department to effectively do its job, staff need to know the full scope of their mission. A comprehensive IT services policy establishes this. It outlines a supervisory structure and addresses the various tasks the IT department will be responsible for.

3. General IT Security

A general security policy outlines how networks and data is protected. It covers things like the proper use of data, the need for confidentiality, and so on. It also creates various levels of access and establishes guidelines for user names and passwords.

4. Networks

Creating a policy that includes guidelines for all in-house networks makes it easier for IT workers to know how those networks are configured, how employees are added and removed, how software is licenced, etc. A good networks policy can answer many of the questions not covered in the other five fundamental
policies.

5. Technology Standards

This policy outlines how software and hardware is purchased and used within the company. It also includes policies regarding any technologies that are banned in the workplace.

6. Disaster Recovery

Every IT department should have a solid disaster recovery policy in place. This policy dictates how the IT department will recover in the event any kind of disaster threatens network integrity or stored data.

Making the IT Department Work

Every small business IT department should have at least these six policies in place. It is fine to include additional policies as-needed, but these six are non-negotiable. They provide the foundation for making the IT department work efficiently and securely.If you are in need of IT support in Reading, please contact me at your earliest convenience.
I would be more than willing to discuss all your IT support needs, including developing comprehensive policies to govern your IT department. Remember that the success of any small business IT department depends heavily on the policies in place and how strictly those policies are followed.

In the digital age in which we now conduct business, having a reliable and robust IT system is not an option. Everything from internal computer systems to local and wide area networks have to be up and running at all times. To lose access to computer systems is to lose access to one of the most important tools for doing business in the modern era. To that end, IT support for small business should always include remote network support.

Remote network support is that support offered by consultants and technicians not located on the client’s physical premises. It can be offered over the phone, via video conferencing, or through logging on to an actual network for troubleshooting and repair. More importantly, remote network support is now considered mission-critical. It is as important to business as computer systems and networks themselves. Below are three reasons that make the case for having remote network support in place at all times.

3 Reasons for Remote Network IT Support For Small Business

1. Problems Cannot Be Scheduled

Wouldn’t it be wonderful if management could schedule when IT problems would occur? They could then make sure they had support specialists on-site to have those problems dealt with. Unfortunately, problems cannot be scheduled. They come and go on their own time irrespective of whether their appearance is convenient or not.

Remote network support gives companies access to support specialists regardless of when problems occur. Indeed, support is just a phone call or text message away when companies contract with a competent support provider.

2. Response Times Are Faster

What is the main advantage of doing things online? Speed. Staff use e-mail to communicate in-house because it’s faster than running around the building looking for the person you want to speak with. Customers interact with businesses online because it is much faster than waiting in queue on the telephone. Network support works the same way.

Remote network support is, by its nature, heavily focused on doing things online as much as possible. That means faster response times from consultants and technicians. It means faster solutions more often than not. If anything, IT support for small business needs to be fast.

3. Remote Support Is More Flexible

Lastly, remote network support is generally provided by individual contractors or small companies supporting multiple clients simultaneously. In this regard, IT support for small business is a lot more flexible in that companies can utilise the services of support specialists only when they need them, rather than having to maintain their own staff of support specialists. This increases the flexibility of support without straining the company budget.

IT support for small business is the new normal in the digital age. If that support is to be utilised by small business to its fullest potential, it must include remote network support, which is now mission-critical. Remote support is available 24 hours a day, it is faster and more responsive, and it is flexible enough to meet the needs of clients regardless of their size and annual turnover.

How serious a problem is ransomware? According to Symantec, makers of the popular Norton suite of cyber security products, hackers employing the ransomware tactic are making millions of pounds every year. In one particular case they studied, 168 infected users paid a total of £27,064 on just one day alone. Ransomware is big business among hackers who know how to deploy it.

Ransomware: What It Is

Ransomware is a kind of malware that can be embedded on a computer, mobile device or even within a cloud environment. It uses some sort of threat or intimidation to extort payment of a fine. Hackers can completely lock users out, encrypt data so it cannot be accessed, or take sensitive data and spread it across the internet for public scrutiny. The malware uses cryptovirology (the practice of using cryptography to spread malicious software) to get in and take over a device or cloud environment.

The most common form of ransomware is one that encrypts data so it cannot be accessed. Victimised users tend to be more than willing to pay the ransom under the false belief that no one else but the hackers responsible can undo the damage. Rest assured that this is not the case. Security experts are very good at successfully addressing ransomware attacks.

How to Avoid Being a Victim

As a specialist providing IT support for small business, I can say without question that avoiding ransomware is a matter of taking some simple steps to protect yourself. The first thing to understand is that ransomware cannot be installed on your computer by itself. It finds a home by way of malicious downloads, opening infected advertisements, or following links in e-mail.

There are four simple strategies to prevent being victimised:

Never visit untrusted websites for any reason whatsoever

Never click on pop-up ads; use caution with embedded adverts

Never click links embedded in e-mails even if an e-mail looks legitimate, unless you trust or know the sender

Always maintain an up-to-date security suite that includes anti-virus, anti-intrusion, and so on.

The last of the four strategies is the most important. Makers of security suites spend their days identifying and combating all sorts of malware, including ransomware. They issue regular updates that, when applied, will protect most people from being victimised.

For more information about my IT business support services, please feel free to contact me at any time. I would be more than happy to provide a comprehensive health check of your IT system to help you identify potential issues and improve performance.

Operating a fleet is a great way to make your business grow. For SME owners, it’s one of the best methods to get your business recognised especially if you’re relatively new in the industry. A fleet can be used to build your brand and The Telegraph showed various ways to do it such as heightening your business’s presence through visual impact and making a statement.

More importantly, however, a fleet’s functionality is unparalleled especially in terms of logistics and service efficiency for SMEs that require mobility. Company cars are even enticers or retainers of top talent considering that they may be provided as incentives for your employees.

But although the benefits of utilising a fleet are easily understood, the same can’t be said for fleet management. According to Small Biz Daily, a fleet may also be the biggest expense for any SME so if you’re unprepared, it can significantly damage your business instead of being an asset for growth. Thus, here are some guidelines to help you manage your fleet effectively.

Evaluate the pros and cons of both leasing and ownership for your business

There are many things to consider when managing a fleet, and at the top of the list is the choice of either ownership or leasing. In most cases, the latter is the better option; more so if you’re business is constantly shifting, i.e. project-based field services. Unless your business is directly related or largely linked to automobiles and any other similar industry, leasing outweighs ownership.

If you’re still not convinced, a report from Fleet News mentioned the additional drawbacks of ownership as compared to leasing. Currently, more than 50% of fleet vehicles in the UK are operated by SMEs and it was found through analysis that managing owned vehicles take up a huge chunk of daily business hours. Majority of SME owners seek assistance on relevant tasks, which can otherwise be reduced through vehicle leases thereby allowing them to concentrate on other facets of growing their businesses. To put it simply, leasing requires less time and costs.

Take advantage of technology and other similar tools

A fleet can be considered a technological investment. In our previous post titled ‘6 Important Technological Considerations for a Start-Up’, we discussed the numerous factors that can affect your business including flexibility and integration. Many of these elements apply to fleet management as well.

Additionally, creating a fleet management system will allow you to gather data which can then be compiled and analysed regularly. This information is crucial for you to know how your fleet is affecting your business.

Acquire knowledge on vehicles or get someone who can help

Another major component for effective fleet management is to know which type of vehicles to get, the advantages of each make and model, what features are available, etc. With all the automobiles out there, it can be overwhelming to decide on which vehicles to take for your fleet.

Furthermore, sustainability is important for SMEs like we’ve mentioned in a past UKBA post so elements like emissions should be taken into account. In fact, it plays a role in reducing costs as you can be charged with higher taxes if your fleet has high CO2 emissions, hence, be sure to consider green cars. This may even work in your favour in terms of your reputation, as it shows that your company is adhering to ecological standards.

Getting someone you trust who is knowledgeable on vehicles that can double up as an insurance broker is also a good option. This person may be tasked to handle fuel and maintenance costs, repair bills, injury claims and other related matters, we offer aurogra.

Invest in the people who will be using your vehicles

Last but not the least, the people who will be using your vehicles should be considered just as important, if not more important that any other variable. Invest in driver training so as to improve their road behaviour and focus on safety. It will equip them with useful knowledge as well such as improving fuel efficiency and proper vehicle handling.

The use of fleet tracking has also been proved to be beneficial. In the Telogis blog post‘Combat Distracted Driving with Fleet Tracking’, it was explained how distracted drivers are costing lives and damaging property including businesses. Through fleet tracking, issues in factors like safety, cost-savings, and efficiency are addressed.

To sum it all up, you can grow your business exponentially through utilising a fleet, but just like your business operations, a fleet also comes with the responsibility of effective management. Thankfully, information that aids its implementation is easily accessible.

For more personalised support in handling your business, you can proceed to our Contact Page to get in touch with an advisor directly.

Not more spreadsheets to analyse and chart…

Always a regular cry in the office. Reports produced on a regular basis need to be embellished, with charts that involve some fairly complicated calculations – cross-reference look-ups, previous month comparisons, and all that sort of thing.

Probably, now this is done largely by hand. The data sits in several spreadsheets and/or databases, and is extracted, filtered, pivoted and everything else that was necessary to get it ready, before feeding into a chart. When the chart was ready, it is pasted into the report.

Wouldn’t it be great with the data is all in one place, and with a single front-end, the necessary criteria set from drop-downs. Once these selections have been made (locations, benchmarks, which dataset to use, and so on) you click a button and go and make coffee. Actually, you haven’t really got time to make coffee as the process takes just a couple of minutes – if that.

In this instance, any number of queries can be run; sometimes one query, sometimes several to generate the data. Each one automatically loading a into an Excel workbook, in to the right columns, in the right order to aid presentation. Then, your screen explodes into a fresh multi-coloured set of charts based on the information just collated! And is that the pivot table I slave over every month appearing before my very eyes!

In the past that has meant spending anything between a couple of hours to a couple of days for more complex reporting every period. Multiply that by twelve, and it becomes a not insignificant amount of time in a year m to get these twelve reports, graphs and charts prepared.

Say it was half a day of someone’s time, at the average salary of £26,000 – that’s a cost of around £60+ to the business for each report, or chart. Each and every time.

If reporting is weekly, that’s going to be more than £3,000 every year – more likely a lot more than that. If it now takes 30 minutes to do the whole job, that’s a total of just over 4 days for the whole year’s worth (at one report a week). The four days will cost under £500. So you get to keep £2,500 to do something else with.

Good information handling makes good business sense, and it provides a range of benefits. You’ll enhance your business’ reputation, increase customer and employee confidence, and by ensuring that personal information is accurate, relevant and safe, save both time and money.

Your business has established an appropriate Data Protection Policy?

A policy will help you to address data protection in a consistent manner. This can be a standalone policy statement or part of a general staff policy. The policy should clearly set out your business’s approach to data protection together with responsibilities for implementing the policy and monitoring compliance. The policy should be approved by management, published and communicated to all staff. The policy should also be reviewed and updated at planned intervals or when required to ensure it remains relevant.

Your business has nominated a data protection lead?

It is good practice to identify a person or department in your business with day-to-day responsibility for developing, implementing and monitoring the data protection policy. Allocating these responsibilities to a data protection lead will help you effectively manage and co-ordinate data protection, and make your business more accountable. The lead should be appropriately skilled and have the necessary authority and resources to fulfil their duties.

Your business provides data protection awareness training for all staff?

Any data security breaches are accidental and result from insider actions. You should brief all staff handling personal data on their data protection responsibilities. It is good practice to provide awareness training on or shortly after appointment with updates at regular intervals or when required. Specialist training for staff with specific duties, such as marketing, information security and database management, should also be considered. The regular communication of key messages is equally important to help reinforce training and maintain awareness (for example, intranet articles, circulars, team briefings and posters).

If you are not sure where you stand in respect to DPA (Data Protection Act) or the forthcoming GDPR (General Data Protection Regulation) call me now …

With the approaching General Election due on May 7th we are being presented with a blizzard of facts and figures to prove almost any point the politicians care to dream up. In fact in many cases the figures cited, frequently taken out of context, are often used to prove opposite sides of the same point.

However a recent report from the Chief Economist of RBS throws new light on the economy and begs the question is the economic growth we have been experiencing coming to an end? So what are the details?

Firstly the UK economy grew by 2.8% last year making our economy one of the fastest growing in the developed world. Inflation was down to 0.6% at the end of 2014 when we exclude oiland has since dropped 0%. Many economists fear that we will be experiencing deflation for the first time since 1948 holding out the prospect of slowing growth.

The ‘feel good’ factor seems to have kicked in during 2014 with business investment increasing by 7.5%. However despite this and the fact that GDP is up by 3.4% on pre-crisis levels, output per hour, a measure of productivity, is 1.7% below its old level. Why is this? Lack of productivity has long been an issue for the British economy and unless productivity improves quickly, 2014 will be seen as the peak of economic growth for some time.

Let us have your thoughts about how the economy is affecting you. If you are concerned about the productivity of your business and how to improve it talk to your local business advisor or call 0333 444 8522 (lo call number) to be connected to a UKBA productivity specialist.

UK Business Advisors (UKBA) is the nationwide network of consultants and business advisors that helps SMEs to achieve their ambitions. All advisors, who have a wide range of experience knowledge and skills have all held senior positions in larger companies.

Over the last few years UKBA has helped hundreds of business owners achieve their ambitions through hands on practical help and advice. We are now seeking additional advisors to help our clients in all regions. If you have business experience and want to explore an exciting new career and business opportunity please email your CV to David Lee at david.lee@ngba.co.uk.